Secretary

While you are the Secretary, you collaborate closely with fellow board members to ensure logistical success: 

• Documentation: Record and distribute precise minutes for all board meetings. 
• Communication: Manage the board’s internal calendar and work with communications chair on official email and webpage correspondence. 
• Governance: Maintain the group’s bylaws and historical archives. 
• Event Support: Submit Post Event DocuSign forms in connection with Treasurer and Event Chair. 
• Compliance: Ensure all activities align with the organization’s mission and reporting requirements. 

This isn't just about typing fast; it’s about being the "glue" of the team. You’ll excel if you: 

• Are Detail-Obsessed: You notice the small things others miss. 
• Are a Master Organizer: You find joy in a clean inbox and a structured folder. 
• Are Dependable: You are the person people look to when they ask, "What did we decide last time?" 
• Have Strong Synthesis Skills: You can listen to a 30-minute debate and boil it down to three concise action items and share that back with the group. 

You get a "front-row seat" to the inner workings of the entire organization. Unlike roles that focus on a single niche, you interact with every committee and leader. You’ll build a massive network, gain experience in nonprofit governance, and leave a legacy of professional excellence that will help your fellow Buckeyes for years. Plus, you’re the hero who keeps everyone else on track and they’ll love you for it. 

Do not worry about capturing a word-for-word transcript. Excel in your role by listening to a lengthy debate and boiling it down into concise, action-oriented items. 

Promptness is a key success metric. Aim to distribute accurate meeting minutes within 48 hours so action items remain fresh in the minds of the board. 

Clear documentation allows the entire board to move forward without constantly asking, "What did we decide last time?" 

When recording major decisions, note the strategic rationale behind them so future leaders understand the context of past paths taken. 

Organize folders logically (e.g., Governance, Meeting Minutes, Financial History, Event Playbooks) so any document can be located by a board member instantly. 

Save finalized minutes and approved governance documents as static files (like PDFs) to prevent accidental edits over time. 

Ensure that working files are accessible to active board members, while setting public-facing or historical archives to "view-only" to maintain security. 

Maintaining an uncluttered digital space will give your group a sense of order. Regularly audit access permissions and archive older operational files at the close of every fiscal year. 

View the Search in Seconds or Digital Archive Index Template and Guide.

The President is the final owner of the agenda and dictates its strategic direction, timeline, and focus. The President provides the raw list of priorities, while the Secretary refines it into a strategic roadmap that ensures every item is explicitly tied back to a specific club goal, an OSUAA mission pillar, or an engagement tier requirement before distribution. 

If a task is assigned during a meeting without a clear owner or timeline, the Secretary acts as the ultimate organizational safeguard. The Secretary should speak up to clarify the missing metrics before the President moves the board to the next agenda item. 

Once the meeting concludes, the Secretary drafts the minutes, highlighting bolded decisions and governance updates. The Secretary sends a quick draft to the President for a final accuracy check. Once the President greenlights the draft, the Secretary owns the final distribution to the board within 48 hours to capitalize on the meeting's momentum. 

Ensure that meetings align with the core mission statement. Note how specific topics connect back to "enriching firm friendships" and "advancing the university." 

Open your meeting minutes by capturing the board's introductory reflections or operational victories. This secures a permanent historical record of positive growth and collective morale. 

Dedicate a consistent section of your meeting minutes to note any proposed changes to bylaws, ensuring that organizational alterations are clearly highlighted for the archives. 

View the Meeting Agenda and Minutes Builder.

Collaborate directly with the Treasurer and the Event Chair immediately following club activities. Ensure that all required Post-Event DocuSign forms are completed, submitted, and archived. 

Maintain and distribute the internal board calendar. Coordinate with the Communications Chair to make sure internal deadlines line up with outward-facing email blasts and webpage announcements. 

Use brief, supportive reminders to keep fellow officers on track with their reporting obligations, reducing administrative friction before it causes a delay. 

View the Post Event Documentation Process.

Maintain a continuous onboarding packet for incoming officers. New board members should feel fully briefed from day one because of the quality of your historical files.  

Keep a transition document or folder containing the current board roster, past annual reports, system login credentials, and essential institutional timelines. 

Participate actively in year-end transition meetings. Physically sit down with your successor to walk them through your digital archiving index and master calendars.